Office of Business Affairs

Travel

General Travel Policies Authorization to Travel
Transportation Expenses Reimbursement for Travel Expenses
Miscellaneous Travel Expense Travel Reimbursement Summary
Meals and Lodging Expense State of Oklahoma Travel Voucher

General Travel Policies

The Northeastern State University Travel Policy has been developed in accordance with Oklahoma Statutes. The policy covers state officials and employees who are performing a substantial and necessary service for the State of Oklahoma.

Non-employee travel is covered under the policy if the travel expenses were:

  1. Incurred by a student traveling at the University's request.
  2. Incurred at the University's request by an individual in the course of seeking employment with the University.
  3. Provided for in a grant and contract for a conference participant when no other honoraria or contract will be made for the individual's service or participation.
  4. Incurred by an individual who has volunteered his services and payment for the individual's services will not be made.

Travel expenses incurred by a vendor or consultant must be included in the total amount of the contract award.

Justification for Travel

Travel must be necessary for the proper execution of official University business or in justifiable pursuit of the University's educational objectives. Meetings and conferences attended must be of a professional nature that will increase the attending individual's usefulness to the University.

Limits of Expenses
  1. Reimbursement for University travel is based on actual expenses incurred, subject to the limitations established by the University's travel policies.
  2. If travel expenditures are to be paid from a grant or contract account, travel policies of the grant or contract may specify reimbursement of expenses at a rate different than the amount allowed by the University's travel policies. Documentation from the specific grant or contract must be attached to the travel summary.
  3. An expense which is at the official station of an employee will not be reimbursed. The "official station" is defined as the office headquarters or the designated location of employees established in the field.
  4. The limits on travel expense reimbursement specified in this policy are not to be construed as an indication of the amounts that should be spent. These are maximum amounts above which reimbursement cannot be made.
  5. Specific policies which apply to various types of travel expenses are listed on the next several pages. If you have any questions about reimbursement of expenses, call the Travel Clerk at 918-456-5511, ext. 2160.
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Transportation Expenses

Transportation for persons traveling singly should be by common carrier (air, train, bus) wherever practical. Advantage must be taken of round trip rates when available. Travel must be by the most direct route possible, and any individual traveling by an indirect route must bear the extra expense.

Regardless of the mode of transportation (including privately owned vehicles), reimbursement for out-of-state transportation shall not exceed that of coach airplane fare.

Air Travel

The use of airplane travel is recommended when the cost of the employee's time is an important factor and when the trip is so long that other methods of travel would increase the lodging and meals expense. Accommodations should be limited to coach class.

All air travel must be purchased from a travel agency designated by the Central Purchasing Division in accordance with the Oklahoma Statues. This can be done by using the University purchasing system and purchasing directly from one of the designated travel agencies or requesting reimbursement on the State of Oklahoma Travel Voucher after the trip's completion. Exceptions to the designated travel agency rule are as follows.

  1. When the travel was initiated on an emergency basis, such as changing itinerary and route or emergency travel after hours.
  2. If air travel is originated from a location outside the State, making it impractical to arrange for air travel through appropriate channels
  3. When air travel is part of a package arranged by an organization scheduling a meeting or conference.

Any questions concerning the purchase of air travel should be directed to the Purchasing Office or Travel Clerk.

Train/Bus Travel

A receipt or ticket stub for transportation fare must be submitted with the request for reimbursement.

Automobile Travel

Automobile transportation may be used to save time when common carrier transportation cannot be satisfactorily scheduled to cover a number of outlying places, or to reduce expenses when two or more University employees are making the trip.

Vicinity Travel

This refers to travel that is in excess of map mileage performed in a privately owned vehicle while conducting University business. It may include transportation by private auto to and from the airport or other public transportation terminal.

Public Transportation

This refers to local transportation at the traveler's destination and includes taxi, limousine, bus, subway, etc. If reimbursement for local transportation is being claimed within the State of Oklahoma, a letter of justification signed by an account sponsor must accompany the request for reimbursement.

Reimbursement of Leased or Rented Automobiles

Reimbursement for automobiles leased or rented within this state from car rental agencies or private parties, to be used in lieu of a privately owned vehicle on official business for the state, shall not exceed the rate provided for the use of privately owned automobile.

The actual cost of leasing or renting an automobile outside of this state to be used on official business for the state shall be reimbursed subject to approval by the account sponsor.

University Vehicles

Shall not be used or assigned on a long-term basis by an individual employee.

Travel by aPprivately Owned Vehicle

Shall be reimbursed at the approved rate based on the distance on the latest State Highway Commission road map. Distances from Tahlequah to some commonly used destinations are listed on the OKMile Software. This software is available on diskette through the Travel Clerk in the Office of Business Affairs.

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Miscellaneous Travel Expense

All miscellaneous travel expenses must be itemized on the Travel Reimbursement Summary and receipts attached.

Reimbursement may be claimed for the following miscellaneous expenses:

  1. Communications. Telephone and telegraph charges may be charged when incurred conducting University business; a memo of explanation must be attached.
  2. Registration fees. If reimbursement is being requested for registration fees, please attach a paid receipt or both sides of a canceled check. If meals were included in the registration fee, the number of meals provided should be indicated on the form and one-fourth of one day's meal and incidental expense allowance should be deducted from the per diem for each meal provided. If registration fees are being processed against an established purchase order, the invoice must show the name and date(s) of the conference, workshop, etc., and the name(s) of the person(s) who attended. If the registration fee includes meals, the number of meals provided must also be indicated and a statement similar to the one listed below should be attached to the invoice:
    "The documented meal and incidental expenses filed on related travel claim(s) will be (has been) adjusted accordingly."
    The related State of Oklahoma Travel Voucher should reference the purchase order number in which the registration fee is being paid and the number of meals for which the documented meal and incidental expense is being adjusted.

    NOTE: "Continental breakfasts" and refreshments, such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals.

    Also, exceptions may apply if there were special circumstances which prevented the claimant from participating in the function at which the meal was provided. Examples of special circumstances would include special dress requirements, diet restrictions, transportation availability, etc. Payment or reimbursement would not be permissible in instances where the claimant merely chose not to attend the function. A statement signed by the claimant attesting to the special circumstances of non-participation in the meal function must accompany the invoice or the State of Oklahoma Travel Voucher.

    Purchase Orders for registration may not be processed earlier than 30 days from the beginning of the conference.
  3. Parking fee charges. Attach receipts only if over $25.00.
  4. Optional business activities. Attach a paid receipt and itemize any optional business activities. These expenses should be "essential and necessary" activities that are related and connected with the general purpose of the conference, meeting, seminar, etc. A statement signed by the claimant attesting that these activities were essential and necessary expenses and a brief description of their importance must accompany the State of Oklahoma Travel Voucher form. If the optional business activity includes meals, it must be deducted from the cost of the activity and included in the documented meal and incidental expense as described with the registration fees. This includes admission or event fees.

    Reimbursement may not be claimed for the following expenses:
    1. Personal services such as hair cuts, shoe shines, etc.
    2. Gas, oil and repairs to privately owned vehicles. These expenses are covered in the reimbursement rate allowed.
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Meals and Lodging Expense

Reimbursement for meals and lodging shall not begin more than twenty-four (24) hours before or continue more than twenty-four (24) hours after the objective of the trip such as the meeting, workshop, conference, etc. Indicate on the State of Oklahoma Travel Voucher the nature of the official business, the meeting dates and starting and ending times.

If meals and lodging are furnished as a package plan, reimbursement may be based upon a combined receipt but at a daily rate not to exceed the rate that would have been allowed for separate meals and lodging (the receipt must reflect a breakdown between meals, lodging, registration, etc.).

Reimbursement for Documented Meal and Incidental Expenses:

  1. See the U.S. General Services Administration's Policy for the maximum daily allowance for meals and incidental expenses.
  2. Meal and incidental expenses include the cumulative cost of a meal and other objects of purchase incidental to travel undertaken for business reasons. Incidental expenses refer to those purchases necessarily made by chance or without intention in the course of official travel. Examples of this type of expense include: laundry, cleaning and pressing of clothing; refreshments, such as beverages and snacks; and fees paid to doormen, baggage handlers, cab drivers and waiters/waitresses. Examples of expenses which would not qualify include: entertainment or other purchases of a personal nature; prescription or over-the-counter medications; tobacco products; personal clothing; souvenirs; and other similar purchases.
  3. There will be reimbursement for documented meal and incidental expenses only in connection with overnight travel status.
Reimbursement for Lodging
  1. Direct purchase of lodging facilities operated by the Oklahoma Tourism and Recreation Department can be made by obtaining reservations directly with the facility and then processing a requisition in the Purchasing System. The requisition must be processed prior to the traveler's departure and must include the following information: dates lodging will be required; name and social security number of individual(s) for whom lodging is to be provided; location; and purpose of trip. Each employee requesting lodging at one of these facilities will be required to provide identification indicating that they are a current State employee. There are five of these facilities:

    Lake Murray State Lodge
    Ardmore, OK 73402

    Lake Texoma Resort
    Durant, OK 73439

    Quartz Mountain Resort
    Altus, OK 73644

    		 Western Hills Resort Park
    Wagoner, OK 74477

    Roman Nose Resort
    Watonga, OK 73772

  2. Requests for reimbursement for lodging must be accompanied by an itemized paid receipt from the hotel, motel, etc.
  3. See the U.S. General Services Administration's Policy for Lodging Reimbursement Rates.
  4. If a hotel/motel is designated by the conference, the actual rates will be paid, not to exceed single occupancy rate, if a document is attached from the conference indicating that this was a designated hotel/motel. The single room rate must be specified on the conference literature or the invoice.
  5. Persons attending meetings, workshops or conferences which are conducted at a designated hotel, motel or other public lodging place who choose to acquire less expensive public lodging shall be reimbursed the actual lodging expense not to exceed the single room rate and the single occupancy rate charged by the designated lodging place. When choosing this option, the claimant will not be reimbursed for local transportation cost incurred traveling between such optional lodging and the designated public lodging place.
  6. Reimbursement for other charges (communications) appearing on the lodging must be justified in writing. The reimbursement should be included in Itemized Miscellaneous Cost on the Travel Reimbursement Summary. Do not include in Lodging.
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Authorization to Travel

The means of prior approval to perform travel either within or outside the state of Oklahoma is determined by procedures established by each account sponsor and/or dean/director. The account sponsor must assure that each trip is essential and funds are available.

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Reimbursement for Travel Expenses

After completion of travel, the claimant should complete and sign a Travel Reimbursement Summary and State of Oklahoma Travel Voucher to obtain reimbursement for expenses.

Enter each expense amount in the appropriate space. If you have any questions regarding completion of the forms, call the Travel Clerk at 918-456-5511, ext. 2160.

The following items should be forwarded to the Business Office for auditing and processing:

  1. The completed Travel Reimbursement Summary and State of Oklahoma Travel Voucher.
  2. The original or copy of all required receipts (lodging, transportation, registration fees, rental vehicle charges, gas, oil, and repairs to a University vehicle). If the original receipts are not available, please so indicate with an explanation.
  3. The original copy of any required letters of justification to explain unusual expenses of amounts claimed.

Reimbursement may be expected within approximately 14 days from the date the Business Office submits the claim to the Office of State Finance.

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